Using an Automated Template

These instructions describe how to send data from certain Keystone screens to a Microsoft Word template for the purpose of merging data into that template for documents such as letters, labels, forms, and so forth.

For more information, see the Automated Templates section.

In order for you to be able to use a particular Automated template, it must be registered in Affiliate Setup for use in Keystone. If you want to use an Automated template but you find it isn’t available, refer to Registering an Automated Template for instructions on how to set up your template.

To send data from a Keystone screen to a Word template

You can send data directly to a template from many Keystone screens, or when you need to prepare a simple receipt. The following instructions apply to those screens. You will know you are on a screen where this is available if the screen has either a Word button or a Get Receipt button.

While on the screen that contains the data you wish to send to Word, click the button (the Word button) or the Get Receipt button, as applicable.
The Word button is used on most of the major screens. The Get Receipt button is used on the Closing Fees, Mortgage/Payments Information, and Donations screens.

Clicking the Word button opens a new window with a list of available documents.
Select from the list the document you wish to generate.
Click the Send to Word button.
This exports the information for that document to your Exported Data file. Word then opens with the merge template displayed. Keystone transfers control at this point to Word. If you get an error that the template cannot be found, see the When an Error Occurs While Using Templates section.
Add additional information to the Word document, if needed.
For example, you can add a personal note to a donor in an acknowledgment letter.
Print, save, or fax the document from Word.
Close Word when you are finished.
This returns you to Keystone and the screen you were on.
Click the Post button on that screen to post an entry to the contact's or family partner's log indicating that the selected letter was sent on the current date.

Printing one or more documents at the same time

Some parts of Keystone allow you to generate multiple types of documents at the same time. For example, 30, 60, and 90-day delinquency notices, which can have very different wording, can be generated at the same time; and each will have its own set of merge documents. This is available on the Delinquency Letter, Unacknowledged Donations, Escrow Adjustment, Club Member Notification, and Periodic Pledge Notification screens.

For Escrow Adjustment letters (located on the Escrow Payment Posting screen) and Delinquency letters (on the Delinquency Letter Data screen), click the Letters and Labels button; for IRS 1099 forms (on the Escrow 1099 Interest screen), click the Forms and Labels button; for all others, select the appropriate report on the Reports screen.
This opens the letters list.
Click the Include checkbox next to each letter you wish to print.
Click the Letters button to generate the letters, or click the Labels or Envelopes button to generate labels or envelopes for these letters.
Keystone exports the necessary information to the Exported Data file. It then opens Microsoft Word, if it is not already running; sends the selected documents to Word; and then transfers control to Word. The merged documents for the letters or labels you selected appear.

Word creates a separate set of Word documents for each document type you selected in Keystone, numbered in sequence based on the order in which they were listed where you selected them in Keystone. Word displays the last document created first. If you do not see Microsoft Word open on your screen, click the Word program item on your Windows taskbar. Look for taskbar item with the Word icon.

If you get an error that the template cannot be found, see the When an Error Occurs While Using Templates section.
To work with a particular document, select that document by choosing it from the Windows menu in Word.
Since each document is a merge document, there may be multiple copies of a letter or form in each document. This depends on the number of records linked with that document's number, which is visible in the list where you selected that document in Keystone.
If you want to edit any of these documents before you use them, you can do so at this time. If you don’t need to edit any of the documents, skip to step 6.
Select Finish & Merge on the Mailings tab in the Word ribbon, then choose the Edit Individual Documents … option first - as opposed to Print Documents … or Send E-mail Messages … (see step 7). This allows you to select one or more of your letters into a single document without printing them, which allows you to edit or add a personal note to some of your letters. Edits to these letters do not affect the merge template.

Microsoft Word doesn’t remove these recipients from the merge set, which means you will end up with two versions of their letters: 1) your edited version, and 2) an unedited version that is part of the full mail merge you will run later. So you will need to manage the duplicates by manually removing letters to these recipients from the full mail merge.

Your edited copies will not be available as part of the Send E-mail Messages … option.

Edit any letters as needed, then print all your letters in this document. In Office 2007, click the button and choose Print. In Office 2010, choose Print from the File tab.

To print a single letter in a set of merge letters in a document:
1. Select the record you want to print using the navigation arrows in the Preview Results group in the ribbon.
2. Click the Finish & Merge button in the ribbon.
  A drop-down list of options appears.
3. Select Print Documents… from the drop-down list.
4. Select Current record from the Merge to Printer pop-up window.
5. Click the OK button.
To print all the letters belonging to one of the merged sets of documents:
1. Click the Finish & Merge button in the ribbon.
  A drop-down list of options appears.
2. Select Print Documents… from the drop-down list.
3. Select All from the Merge to Printer pop-up window.
4. Click the OK button.
To send the merged document as e-mail messages, click the Finish & Merge button in the ribbon, then select Send E-Mail Messages… from the drop-down list.
You need to have your e-mail account set up in Microsoft Outlook in order to use this feature.
You should validate your e-mail address formats prior to using this feature. This will help identify contacts with improperly formatted - and therefore undeliverable - e-mail addresses. You can do this by selecting the Tools tab in the Keystone ribbon and clicking the E-mail Format button.
Any record with a valid e-mail address will be sent their letter as soon as you choose Send E-mail Messages.
When you have finished with the documents, close Word without saving the documents, which will return you to Keystone.
Click the Post button in Keystone to post an entry to the contact's or family partner's log to indicate that you have generated these documents.

Clicking the Post button clears the list of Contacts or Family Partners you are working with. If you intend to create both letters and labels, do not click the Post button until both are completed. Otherwise, the data you need will be available only for whichever process you ran first.

The posting process does two things: 1) It clears whatever indicated that an action was needed (e.g., that a donation needed to be acknowledged), and 2) it posts an entry to the appropriate log. The only exception is when you use the Re-mail function to re-mail letters. No log entry is posted for Re-mail.

Each posting to a log is specific to the function the log describes. For example, donation acknowledgements enter the Acknowledgement Date (which then indicates that the donor no longer needs to be acknowledged) and posts the Name of the letter sent to the donor’s log. Club Pledge Notifications enter the Notification Date and post the address of the house associated with the outstanding pledge.